how_to_develop_Documents-final.pptx[1] - Read-Only.pptx

[Virtual Presenter] Good morning everyone! Today I will be talking about an important topic: how to develop documents SOP/Procedures documentation. We will learn how to perform tasks efficiently and effectively and how to communicate implement and monitor SOPs. Let us now get started.

[Audio] Creating and managing documents is essential for every company or organization. Standard operating procedures (SOPs) are processes and instructions that encompass all activities for a task or document. These documents should be straightforward and include all the information needed to execute operations efficiently. In this presentation I will go through the different steps involved in developing sops how to effectively communicate them as well as implementing and monitoring them..

I INTRODUCTION.

[Audio] This module aims to give organizations the resources and guidance required to create Standard Operating Procedures that accurately represent their business operations. Our goal is to help organizations both accurately and rapidly complete their tasks by following the sops as well as to allow organizations to apply assess and manage the sops in a constantly shifting business landscape..

[Audio] This module provides guidance on how to develop documents such as sops and Procedures. It is tailored towards managers of an organization Heads of departments and Graduates in business and management though anyone with an interest in quality management concepts can benefit from it..

[Audio] sops require documenting every step and procedure of a process in order to guarantee consistent standardized and precise outcomes. These outcomes can be either a tangible item or service or a psychological or emotional bonus. sops need to be written so that anyone executing them can comprehend them and should be revised or aligned to the process as required..

[Audio] Having a standard operating procedure or S-O-P in place is vital to running any successful organization. sops ensure company-wide consistency in processes help teams work in harmony to achieve strategic goals and reduce waste and errors. Without sops an organization runs the risk of miscommunication disorganization and inefficiency..

II. HOW TO DEVELOP THE SOPs.

Make a list of processes as per Process map * Set a list of SOPs required for each processes / sub-process, as identified above. Set a team (respective role and departments ) to identify / make and write down the SOPs. Then follow ”the Structure of SOPs which is presented in next slide” to document and develop the SOPs. * Process map: If you need to know more about How to demonstrate the Process Map , attend the BPM Module..

[Audio] Writing effective sops is an important part of ensuring that procedures are followed in an organization. To create a comprehensive and effective S-O-P follow these sections. Section One requires you to define the purpose of the SOP. Section Two is to identify the department or role responsible for its implementation. Section Three deals with the equipment and resources needed including software hardware materials or equipment. Section Four breaks down each step into actionable tasks using the 5WHQ method which stands for what where which why and how. Finally it is important to use simple understandable and clear language for the writing. All these sections help to create a comprehensive and effective SOP..

[Audio] An effective S-O-P should have all the important sections in it which are required for a successful implementation of the SOP. This includes: warnings and cautions regulatory/licensing requirements supporting documentations approval tables and pages or tables to explain the review and revise of the sops. It is also important to assign an unique identification code to each sops and to use a consistent format and structure throughout all the documents of the organisation..

Sample of SOP structure.

[Audio] Creating checklists and forms is an important part of developing documents. Every S-O-P needs to be linked to a process and each form or checklist should be linked to a single SOP. It should also be assigned to a responsible person for that SOP. The forms and checklists must then be approved by the relevant department head. They must also be easy to use precise and contain the necessary information. Finally each form and checklist should be given its own specific ID code. All of this is explained in the upcoming slides..

[Audio] Creating documents is an essential operation within any organization. Identification of each document via an ID code is vital for successful document management as it provides an easy tracking and locating system. When designing an ID code factors such as the organization's style and design must be taken into account. The code should comprise the name of the company the type of document the relevant department or process it pertains to the document number and the version of the document. The code should also be straightforward and comprehensible for all..

[Audio] Identifying codes are a key component of document development as they provide important facts about the document in an orderly and explicit fashion. For instance the code GAO-SOP-CRM-01/02 indicates the document is issued by G-A-O is a Standard Operating Procedure part of the C-R-M process is the first S-O-P in the C-R-M class and has been amended twice. Similarly the code GAO-FO-CRM-03/00 conveys that it is a form belonging to the C-R-M process the third form under the C-R-M class the first issue of the form and yet to be revised. Abbreviations can also be utilized in the coding allowing for straightforward and swift understanding..

[Audio] Documenting your processes and procedures is only the first step in the effort to standardize how things are done in your organization. Communication of those processes and ensuring everyone is on the same page is the next step. To help ensure this each employee should be aware of their individual responsibilities and how their actions impact the collective goal. By working together the desired outcome can be achieved..

[Audio] Organizing documents correctly is essential for successful document development. Assign each S-O-P to its relevant department or ward in order to guarantee it is used correctly. Additionally create a user list with each person responsible for the documents and allocate someone to oversee them. Furthermore be sure to distribute the documents electronically making sure only the latest version is available. Following these steps ensures your system is up to date and tailored to the needs of your business..

[Audio] Assigning a specific person to manage documents from storage and distribution to maintenance and access control is essential for creating successful processes. Moreover creating a list of documents containing information such as the document's name ID code year of expiry responsible person method of abolishment and place of storage can help ensure effective and efficient document management..

[Audio] Creating and implementing Standard Operating Procedures (SOPs) is an important part of the document development process. It is essential to monitor sops to ensure that all procedures are being followed correctly and to make necessary changes if something is not operating as intended. Additionally it is necessary to maintain sops on an ongoing basis and to update them with changing policies technology and processes. Setting tracking mechanisms to manage the monitoring process will help maintain the effectiveness of these documents. Effective documents and procedures are essential for a successful business and it is just as important to monitor these documents to ensure that the procedures are being followed correctly and that the necessary changes are made when something is not working as it should be. Establishing tracking systems will guarantee that documents remain up-to-date and efficient..

[Audio] Creating documents should be a critical aspect of an organization's risk management strategy. Offering instruction and training to staff and other users on how to utilize Standard Operating Procedures (SOPs) forms and checklists is one imperative way to accomplish this. Education and understanding should be constantly imparted so that everyone is able to grasp and adhere to the standards and processes. Clear communication and support are also crucial to make sure that everyone can quickly access the data and assets they require and apply them to assist the organization reach its objectives..

[Audio] Developing and monitoring documents is an essential process to guarantee an organization functions effectively. Internal audits should be performed on a regular basis to verify that processes comply with the standard operating procedures. Moreover recognizing Key Performance Indicators and regularly analyzing them is beneficial in uncovering any bottlenecks or non-conformities that may have occurred. This enables organizations to stay ahead of any potential issues..

THANK YOU!!.